Manager, Administrative Services

General Summary of Position:

United Way of Kentucky, Inc. (UWKY), the state membership association for Kentucky United Way organizations, seeks an relationship-oriented administrative professional with financial acumen, who is equally capable of supporting data and event operations. This full-time, exempt position is responsible for assuring the efficient operation of the organization, and maintains all bookkeeping and campaign processing with the highest degree of accuracy in coordination with a third party accounting service.

This individual will provide essential administration and support for the Kentucky Employees Charitable Campaign and other statewide initiatives, as well as nurture and maintain services and relationships with all external partners.

The Manager for Administrative Services coordinates activities with and reports to the UWKY President.

JOB DESCRIPTION

Key Responsibility Area: Customer, Partner and Board Relations

• Develops a “customer-centered” environment.
• Responds with a sense of urgency to support requests of staff, customers, directors and colleagues.
• Supports administrative needs for all partnerships, contracts, grants and initiatives.
• Board and local United Way member engagement.

Key Responsibility Area: Accounting and Financial Management

• Responsible for facilitating the receipt and disbursement of all funds with strict adherence to the policies and guidelines of the President, accounting service and the Board of Directors.
• Develops and maintains a high level of proficiency in all campaign and financial software.
• Holds primary responsibility for the tracking and administration of the organization’s accounting records, including payables and receivables for UWKY, contracts, grant programming and campaigns.
• Manages processing and recording of all financial transactions, and balances accounts monthly.
• Manages third-party accounting service in the preparation of monthly financial statements for review by the President and Treasurer.
• Maintains personnel records with strict adherence to confidentiality.
• Works with auditing firm on annual audits for UWKY and KECC and completes all organizational regulatory filings.

Key Responsibility Area: Administration/Office Management

• Attends to organizational procedures, monitors and supports general office operations and facilitates all ordering, as needed.
• Performs needed clerical functions and reviews work submitted by the staff and volunteers for accuracy and completeness.
• Maintains and updates contact information and lists.
• Manages incoming mail and telephone communications.
• Coordinates scheduling for the President, as well as meetings of the Board, committees and other events.
• Oversees virtual office administration.

Key Responsibility Area: Campaign Support

• Assists in all financial, data management and reporting aspects for the campaign.
• Supports event planning in coordination with the Vice President.
• Prepares bank deposits, tracking totals and auditing all proceeds.
• Manages pledge data entry, maintains an accurate record of the campaign and generates reports for distribution to United Ways, volunteer coordinators and other key personnel.
• Assists in preparation of campaign marketing, processing and training materials.
• Coordinates distribution of campaign funds.
• Provides support to coordinators, field offices, and participating charitable partners as requested.

Key Responsibility Area: Communications

• Supports social media, website and email communications in coordination with appropriate staff.

Qualifications

Bachelor’s Degree or an Associate’s Degree plus related experience required, with advanced training or significant experience in bookkeeping, electronic data processing, project management, computer and secretarial skills.

Excellent organizational and communications skills. Ability to develop and maintain successful working relationships with members, volunteers, the general public and other members of the staff.

Technical proficiency in Microsoft Office applications, Quickbooks, bookkeeping and database management. Willingness to travel in Kentucky and to work non-standard hours when needed.

Note: The description given is only intended to provide information about the general nature of the position and is not an all-inclusive list of specific duties.

JOB CONDITIONS / WORK ENVIRONMENT:
Requires flexibility in time required for performing work related to the position with some evening meetings and statewide travel also required. All United Way of Kentucky staff currently operate remotely, with provided equipment. In person meetings related to all job functions are regularly required. Competitive benefits package provided.

UNITED WAY CORE COMPETENCIES FOR ALL STAFF

• Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations.
• Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
• Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
• Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
• Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.

Job Type: Full-time

Pay: From $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• administrative and financial: 3 years (Preferred)

Language:

• English (Required)

Work Location: Hybrid remote in Louisville, KY

Salary : $65,000